Streamline your Business Processes using Document Management

Small businesses today are inundated with information—including content created internally as well as documents and files received from customers, partners and suppliers. Without an information management framework, time is wasted searching through file folders and various business systems for business-critical documents. This is often compounded by the proliferation of multiple versions of the same file, which results in errors and repeated work.

When it comes to managing vast amounts of information—such as proposals, plans and contracts, product and inventory catalogues, order forms, invoices and receipts, building plans, support tickets and personnel records— small businesses simply cannot operate at maximum efficiency without the ability to easily search, share and protect their critical files and documents.

In addition to the sheer volume of files being produced by a variety of sources, today’s “content chaos” challenge is further compounded by the fact that the data typically resides across an increasingly complex landscape of applications, network folders and devices. Dedicated or “best of breed” information management solutions abound, adding to the complexity because of their limitations, instead of alleviating it on an organization-wide scale. The ability to effectively manage and harness business-critical information at any time and from anywhere—using a single, centralized system—is essential not only to day-to-day operations, but also for long-term growth and small business success.

Simply put, empowering employees to quickly and easily locate the exact content they need, regardless of which business application it resides in, leads to better decisions, faster results and improved collaboration. When small businesses can ensure that the right content is in the right hands at the right time, they can focus on using information to drive growth, value and innovation.

Small businesses have more agility to respond to changes in the market, but doing so effectively requires fast employee access to business information, along with the ability to automate manual business processes.

While dedicated or “best of breed” solutions can address this challenge department by department, they are limited in scope. Only EIM has the capacity to provide a single, centralized solution that serves as a cross-departmental workhorse that benefits the entire organization.

EIM supports the information management and expedited workflow automation needs that are critical to ensuring quality and consistent levels of service as the company grows. With the ability to organize, search and manage the vast universe of business information, businesses can streamline workflows and create efficiencies across accounting, HR, legal, and customer service teams, improving the speed at which business is conducted, as well as the end customer’s experience.

Unauthorized File Sharing

                                                                       

A major threat to Companies

M-Files surveyed hundreds of professionals and found that many employees use personal file sharing and sync solutions for storing and sharing confidential company information.

Alarmingly only 30% of companies have policies in place that prohibit personal file sharing reducing the risk of data loss and non compliance.

To find out more about the risks of personal file sharing click below to download the Infographic.

Download the infographic here

 

Are your documents secure?

One of the primary reasons that companies chose to implement electronic document management systems is security. Paper is hard to secure, and by converting paper documents to digital files it is easier to control and track file access. Using electronic documents not only facilitates workflow but it makes documents more safe and secure.

Many businesses seek document scanning services to improve the overall security of their information. Wouldn’t it be easier and safer if you only had to manage a few discs instead of dozens of filing cabinets and hundreds of physical documents?

One questions many people have about this transition is whether or not it’s safe. So, is there a security risk when moving and storing documents to digital storage? When the right measures are taken and you work with experienced professionals to move everything over, your document security increases exponentially.

Digital security has to be thorough to be truly effective, but it’s actually much more feasible to maintain complete security with digitized documents than with hard copies. When you’re getting your secure digital database up and running, Melken Solutions can help by providing fast, secure, and reliable document scanning services.

Document Scanning Benefits

Store Information Electronically

Information that’s stored electronically after it’s been digitally scanned into the database can be password protected and encrypted, protecting it from prying eyes. These documents can also be accessed with ease from a central location with a click of the mouse. Employees no longer have to go searching through countless piles of paper or drive to off-site locations.

Increase Office Efficiency

Once a document scanning process has been implemented, there will be a noticeable increase in office efficiency. Employees won’t have to deal with a complex filing and recording system. Businesses can benefit greatly from implementing a digital scanning process. Savings from reduced storage, combined with increased employee efficiency, will help increase your company’s profit.

Never Lose a Record or Document Again

Many businesses have piles and piles of paperwork sitting in various cubicles and office spaces.  No one can find anything. This lack of organization is harmful to your business.

Records and documents often get lost in situations like this, and with no electronic image of the original document, you have no proof of what was on that piece of paper. Whether it was an employee file, an invoice or a client billing statement, businesses that find themselves in this type of situation often lose a significant amount of money. Document scanning takes away these issues altogether. When you scan a document into an electronic database, you never have to worry about losing it again.

Document Storage Costs are Lowered

Storing paper records can cost thousands of dollars per month, depending on how much space you need. These types of costs significantly cut into a company’s bottom line and take precious funds away that could be used for a more productive purpose. When you partner with a company that specializes in digital scanning, you can almost eliminate storage costs. You will no longer need off-site storage space to house old documents or to pay a clerk to supervise a long and drawn out filing process. The trade-off is the expense involved in outsourcing conversion to digital documents.

Why does 508 Compliance matter to me?

In 1998, Congress amended the Rehabilitation Act of 1973 to require Federal agencies to make their electronic and information technology (EIT) accessible to people with disabilities. The law (29 U.S.C. § 794 (d)) applies to all Federal agencies when they develop, procure, maintain, or use electronic and information technology. Under Section 508, agencies must give disabled employees and members of the public access to information that is comparable to access available to others.

Since June 2001 the law has required all content created using federal money to be 508 compliant. This includes government hosted or contractor hosted websites and intranet sites. This also includes content hosted by third-party services like YouTube.

The above statement is very important for government contractors. Because, under Section 508, federal contractors must provide disabled employees access to technology comparable to the access available to non-disabled persons. The purpose is ensuring full access and encouraging diversity in the workforce by removing barriers to otherwise gainfully employable individuals.

If you are doing business with or selling to the government, be sure that you meet the accessibility requirements under Section 508. The questions for contractors who wish to continue to sell EIT products or services to the Federal government are: (1) how to apply the standards; and (2) whether, and in what form, to “certify” to the agency that its products or services are Section 508 compliant.

Section 508 is a reality governing all Federal agency contracts. EIT products and services that do not meet compliance standards or come under an applicable exception can no longer be purchased by Federal agencies. Companies are already seeking to capitalize on the regulation, looking to unseat established competitors who do not comply with Section 508 standards.

The Bottom Line is, if your company’s sales of EIT products and services rely on the Federal marketplace, Section 508 compliance is an absolute imperative for continued business success. Making PDFs accessible (508 compliant) requires a thorough knowledge of (1) specific accessibility laws, (2) the ever-changing standards; and (3) specialized tools. Seek the help of a company that has specialized experience in 508 Compliance remediation.

Contact Melken Solutions for a free consultation on how to meet the standards.

 

Enterprise Information Management

Employees waste time each day looking for documents and information. What if you could access anything at any time, instantly? Learn how M-Files manages every thing in your business.

No more folders

Network folder hierarchies are chaotic, making choosing where to store something difficult, let alone finding it again. M-Files manages documents by their properties instead of folders.

It’s easy

Integrate with Windows and apps without changing how you work.

Share it

Manage content with automated workflows and co-editing, even in the cloud.

It’s secure

Control access based on each file’s properties and each user’s role.

It’s mobile

View, create, edit and store documents anywhere. Even while you’re offline.

 

LEARN MORE

M-Files Partner Program Expands with Addition of Melken Solutions

M-Files is a professional document management solution that enables businesses to make dramatic gains in efficiency and productivity by improving the way they organize, manage and track documents and processes. A key advantage of M-Files is that it can be easily configured to meet the specific needs of businesses in a variety of industries, including those with demanding records management and regulatory compliance requirements.

As an M-Files partner, Melken Solutions will engage with companies to help them become more efficient in how they manage, secure and share their information and documents. Melken Solutions’s customer base consists of organizations in the Medical, Legal, Financial, Federal and Local Government.  Melken Solutions intends to leverageM-Files to help transition its clients from archaic network folder-based schemes for managing their business information and processes to a dynamic enterprise content management system for improving efficiency and workflow, eliminating information silos, maximizing information reuse, eliminating redundancy and avoiding conflicts and data loss.

Key Benefits:

• Easy to use – if you know Windows, you know M-Files
• Web Access to your documents
• No more chaotic file cabinets and Windows network folders
• Find documents or files quickly – Never lose a file again
• Easy integration with existing company software
• Control document versions and workflows
• Document security, quality management and compliance
• Go Paperless!

Contact Melken Solutions to learn more.

You can’t just use a program to create an eBook.

Many people think it is simple to create an eBook.  They think if they use an online converter tool or another software tool, that is all that is required.  You can go that route because it is a cheap option, but the old adage applies, if you want quality, it’s not cheap.

Melken has a solution to help convert and/or create ePublications.

Contact us to learn about our process.

Ugghhhh! Is it truly tax season again?

As we begin the New Year, we are reminded of our goals from 2014 and the goals we plan to establish for 2015. Hopefully, one of those goals is to protect yourself. There are many ways to achieve this protection; I want to focus on just one. Creating an electronic archive of your financial records, medical records, family historical documents, pictures, wills, birth certificates or other documents that mean the most to you.

We have all seen the Allstate commercial with Mayhem, and how disaster can strike at anytime.  Mayhem urges us all to protect ourselves with insurance coverage, which is a very valid point. Melken Solutions Scanning Services urges you to do the same with with an insurance plan for your hard copy documents and pictures.

To help you get started Melken Solutions is offering to provide free document scanning for up to 1 inch of documents or 150 pages. All you need to do is visit Melken Solutions Scanning Services to schedule your appointment.

Previously, we spoke about archiving your tax documents. As accountants and other professionals move into a paperless word, they would prefer if you provided your tax and other financial documents in electronic form to assist them with their job. Electronic information management has become the standard and is now being used to enhance the IRS examination process. Providing accounting records in electronic format provides significant advantages to include the saving of time for you as well as your financial professional.

To schedule your appointment or learn how you can prepare and protect your business or personal documents.  Contact a professional document scanning service provider.

Kendall Felder, is the General Manager of Melken Solutions, LLC.

How can Melken Solutions help you with your document scanning project or other customer service needs.

How can Melken Solutions help you with your Document Scanning project or in Supporting your customers.

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